Is Akiflow worth it? Our Akiflow Review

Features, Pros, Cons Pricing & User Reviews

Akiflow has taken the daily planner application market by storm, as many people are looking for better ways to bring everything into one location, including tasks, calendars, and other such tasks from apps that you may be using across your workday.

In an effort to do this, Akiflow has made something that will help busy professionals and freelancers build out their daily productivity, using time blocking, calendar management, meeting scheduling, and task consolidation, which has become incredibly popular over the last few years as a way to enhance the experience of managing your day-to-day productivity.

It wants to be your base for all tasks, but it also considers how you manage your calendar every day. Let’s explore it in this review.

What is Akiflow?

Akiflow is task management software combining tasks, calendars, and task consolidation by bringing tasks from apps like ClickUp, Notion, and Gmail. It is available on macOS, Windows, iOS, and Android. Akiflow is also known as a daily planner application.

Akiflow is used by freelancers, busy professionals, and those who want more than task management apps. It is well-known for managing tasks and calendars in one and comes in a similar market to apps like Motion & Sunsama.

Who is Akiflow best for?

Akiflow is best used for freelancers and busy professionals at organizations that use a wide range of tools. Akiflow has gained its popularity for its task consolidation feature, which many people or organizations like to use to reduce their overwhelm and bring all of their tasks into a task dashboard, which Akiflow provides alongside their meetings and the ability to book future meetings.

This is becoming incredibly popular, especially with freelancers who are working with clients who use multiple platforms to manage their projects, and you’re forced to use this along the way. So many people have considered it a really good option for freelancers, too.

We’d highly recommend it for busy professionals who have a budget and want to utilize something like Akiflow as a base for managing all of their tasks much more effectively than some of the other task management applications. It goes a long way toward helping with that.

How does Akiflow work?

Akiflow works by helping you capture your tasks and calendar in one location. It is designed around a system aimed at reducing context switching between applications, providing what they believe is a centralized dashboard for task management.

The tool integrates with applications like Gmail, ClickUp, Notion, Trello, and many more, allowing task import and real-time syncing—something many freelancers and busy professionals will appreciate, as they often require multiple apps throughout their workday.

Akiflow functions by funneling tasks into your inbox for processing and organization within your productivity system. This minimizes the need to switch between apps and enables instant time blocking.

The calendar elements in Akiflow allow you to drag tasks—whether imported through task consolidation or created within Akiflow—directly into your calendar. This is known as time blocking, which is widely regarded as an effective method for organizing your day. Akiflow also integrates with Google Calendar and Microsoft Outlook, enabling you to manage your meetings alongside tasks.

You can edit meeting details and use Akiflow’s "availability" feature, which allows you to suggest meeting dates or create a recurring booking page for others to book directly with you. This feature is similar to those found in well-known apps like Cal.com and Calendly, which streamline meeting scheduling.

Other apps, like Motion, have introduced similar features to reduce app switching and allow users to view upcoming meetings and allocate time for them. This avoids double bookings and keeps calendar-based activities organized with tasks in one place.

Akiflow also offers features for more mindful planning. For instance, the "Rituals" feature provides guided planning that helps users focus on the upcoming days.

This planning methodology offers a step-by-step guide for planning your next day and wrapping up what you've accomplished. It's particularly effective because it incorporates a daily review process, helping users realign and finish their day more productively—something many users appreciate.

While Akiflow works well across various devices, the mobile versions are not as robust as the desktop versions, which offer a more complete experience.

Akiflow Pros & Cons

Here's all the good and bad bits we've found about Akiflow:

Akiflow Features

Let's take a peek at the abilities that Akiflow has for managing your tasks in one location:

Task Management (B+)

Task management in Akiflow works very well. You can create a task and drag it into your calendar instantly. There are also additional views for upcoming tasks and a system called time slot blocking, which allows you to add a series of tasks to each of your blocks for more effective time management.

The overall management of your tasks is solid and allows you to add a good amount of detail like deadlines, priority, and other attributes. There's even a focus mode for you to zoom in and concentrate on the task, as well as adding notes for later.

However, it's not as comprehensive in terms of features as other apps like Todoist, but it still provides a great experience for handling tasks easily. Adding tasks can also be done through natural language input, which is very helpful, and tasks can be organized into projects as well. Some of the features are buried in the modals in task management, so you can do things like add labels and recurring items, which is something typically seen in many task management software tools.

Task Consolidation (A+)

Task consolidation is Akiflow's bread and butter, in our opinion.

It allows you to drag tasks into your system from other applications, organizing them in your inbox for better planning. One of the key features is the ability to start time-blocking these tasks right away. If you ever need to refer to the original task, you can simply click the link to access it in its native platform.

This is especially useful if you need more context or want to step back for a moment.

The primary goal here is to reduce context switching, which is one of Akiflow's standout features. It works exceptionally well as a tool for consolidating tasks, similar to what apps like Sunsama do, helping you manage all your tasks in one place more effectively.

Calendar Management (B-)

Akiflow allows you to connect with multiple Google Calendar and Outlook Calendar accounts, bringing all of your most important calendar items into Akiflow. It also lets you create events directly from Akiflow without needing to switch to those applications. This is perfect for saving time and also integrates with Microsoft Teams and Zoom, allowing you to book video conferences directly from Akiflow.

The calendar functionality doesn’t stop there, but we’ll cover more in a moment.

Overall, managing calendars is easy, and Akiflow’s calendar mode offers a detailed view of each item. For instance, you can adjust the settings to view your calendar in different formats, such as seeing weekends, setting a specific number of days, or displaying only certain calendars. This is especially useful if you have both personal and work calendars connected, which Akiflow supports.

While the calendar management is good, it doesn’t quite match the capabilities of a fully-fledged calendar app. However, it allows you to view your calendar and tasks side by side without any issues.

Meeting Booking & Scheduling (B)

Scheduling meetings in Akiflow is really easy and can be done with a simple press of the "A" key, which allows you not only to drag recommended time slots into your calendar to share with others but also create a recurring link that can be shared at any time. This link is a URL generated by Akiflow, making it simple for others to book a meeting with you.

The link can be shared directly or attached to your inbox, and it includes meeting dates, details, and the recommended conferencing tool.

The true power lies in the settings. You can access more options to customize details such as the meeting location (in-person, online, or no details), event title, and other information to help you appear more professional when scheduling.

Additional features include choosing which calendar to attach, setting buffer times to avoid back-to-back meetings, and defining scheduling conditions, like requiring invitees to book a certain amount of time in advance and preventing last-minute, unprepared meetings. You can also set date ranges to avoid booking meetings over holidays or unavailable times.

The ability to save, copy, and share these settings with others is convenient.

You can even share and connect your availability, specifying your working hours, so people can easily book within those times without requiring further back-and-forth. This feature is useful and can replace the need for apps like Cal.com, though it's not as fully developed as some dedicated scheduling tools. Nevertheless, it works well for managing and booking meetings effectively.

Guided Planning (B)

Akiflow has a feature called Daily Planning, effectively called Guided Planning, a fairly new concept that people can use to zoom out of their day. You can review the day you’ve just had or plan ahead, seeing what tasks you’ve completed and what you missed, including overdue tasks. You can then review the upcoming day.

This gives you a view of inbox items that might need attention, tasks planned for today, and what you need to focus on. It also allows you to see your calendar to start time blocking the day effectively.

Inside this feature, you can also see goals, tasks, how much time you’ve spent on certain types of tasks, and events that provide insight into what you need to work on for the day or in general. Overall, the system is well-designed. You can also share your plan with others at the end of the day, giving them insight into your focus, which is very helpful.

Many people find that Guided Planning can be a bit hit or miss. Some love it because it helps them zoom out and manage their day more effectively, while others prefer to plan without this type of system. For many, it’s a mindful activity that allows them to think more effectively about their priorities, and it’s a feature seen in apps like Sunsama.

More Features in Akiflow to Consider

Now that we’ve covered the major features of Akiflow, it’s worth considering the smaller quality-of-life features that might make you move to the application or at least check it out. Let’s explore some of these features in Akiflow that often go unnoticed.

AI Feature

The AI model was recently introduced, and you learn from it over time. When you add tasks, the AI helps allocate them to the appropriate project using their private AI model. This is a great time-saver, automatically adding details without requiring extra administration. You can turn it off if you prefer, but it’s a handy feature to have.

Time Slots

Another feature is Time Slots, which we briefly mentioned earlier. This allows you to create blocks of tasks, including any consolidated tasks. The idea is to help you group tasks you want to focus on, like bundling all recording tasks under one block. It’s ideal for breaking tasks down into smaller, manageable parts rather than just blocking off chunks of time.

Statistics

There’s also a Statistics feature, which gives you a breakdown of your schedule, showing where you spend your time and what events take up most of your day. This feature can often go unnoticed but is incredibly helpful for auditing your time, especially if you're self-employed and need to track time spent on certain clients or projects.

Focus Mode

Focus Mode is another hidden gem that allows you to zoom in on tasks, write notes in the task description, and plan ahead. It’s a nice addition for those who need to get into deep work.

The Upcoming mode offers a Kanban-style view, which shifts you away from the calendar and allows you to manage tasks more visually, board-likely, similar to Trello. For users who like flexibility, this is a great feature, and you can also break tasks down further using Tags.

Projects & Tags

Projects and Tags are features that also tend to fly under the radar in Akiflow. They allow you to categorize and manage tasks more effectively. You can even use the Time Slot feature to create dedicated blocks of time around specific projects, another useful tool for structuring your workflow.

While Akiflow isn’t a fully-fledged project management system like Motion, which offers timelines, it does a great job of helping you organize tasks for future planning.

Command Bar

This tool allows you to re-plan tasks quickly using simple commands, making task management more efficient. The Command Bar is filled with shortcuts throughout the application, letting you toggle dark mode, add secondary time zones, and mark tasks as done once you learn the hotkeys. If you like using keyboard shortcuts to save time, this feature is worth exploring.

These are just a few of the additional features in Akiflow that you might have missed, but they significantly enhance the overall user experience.

Feature Focus

Akiflow: Task Consolidation

How does task consolidation work in Akiflow?

One of the major features in Akiflow is the ability to integrate with other applications. This means you don't have to rely solely on Akiflow for creating tasks or calendar items—you can use both systems together. Akiflow connects with a range of apps, including Google Calendar, Outlook, Gmail, Superhuman, Slack, Microsoft Teams, Notion, Microsoft To-Do, Todoist, Asana, ClickUp, Linear, Jira, GitHub, Trello, and Zoom. Additionally, you can use Zapier, a platform that allows connections with over 3,000 additional tools for managing integrations. While Zapier is a third-party service and not a native Akiflow integration, another option is IFTTT, which allows further automation between apps that Akiflow doesn’t directly support.

For example, when you integrate Google Calendar, you can select which calendars are most relevant to bring into your system. This also enables you to create Google Calendar events instantly, reducing the need to switch back and forth between Akiflow and Google Calendar. You can also import Slack messages by saving them using the “later” icon, and they will be automatically added to your Akiflow inbox.

For task management, apps like Todoist can be synced to import tasks based on specific parameters. This feature is helpful if you want to ensure that a task is properly triggered in the relevant app without overloading it with unnecessary tasks or outdated information. Similarly, with Notion, you can connect a database, specify which items are imported as tasks, and use other features like custom import and task completion properties.

This level of customization allows you to control how Akiflow integrates with other applications, ensuring that it doesn’t disrupt workflows in the connected apps or annoy collaborators by cluttering their systems with unnecessary tasks. The ability to configure each integration to your liking is valuable but does depend on the limitations of each app’s integration setup.

This feature is especially useful for busy professionals, as it reduces the need to constantly switch between multiple applications. For example, if someone uses Todoist for personal tasks, Linear for development projects at work, and Google Calendar for scheduling, Akiflow’s task management system allows them to coordinate all three in one place. While it may require separate subscriptions for each app, the benefit of centralizing everything into a dashboard streamlines the user experience.

How much does Akiflow cost per month?

Akiflow costs $19 monthly, with a free seven-day trial if billed annually.

Is Akiflow free?

Akiflow comes with a 7-day free trial and no free pricing plan.

Akiflow's Pricing Analysis

When you look at the pricing of Akiflow, it can seem expensive compared to Todoist, but many daily planner applications fall within the $10 to $25 per month range.

This is becoming quite typical as these apps enhance how you manage your tasks, whether through AI or task consolidation. The benefit of using these types of applications is that they offer features like daily planning, which is effective for guided planning, and task consolidation, which streamlines managing tasks across multiple platforms.

They also tend to be more frequently updated than lower-budget task management apps, likely due to the higher subscription fees, which allow for more development and feature enhancements.

But if you’re a busy professional and you find that you are using a range of applications like a calendar app, a task management app, a meeting booking app, and potentially an app for managing projects as well, consolidating these all into one experience can save you a good amount of money.

For example, other apps could potentially cost $10 to $15 collectively for all those experiences, and paying an extra $5 for Akiflow might make it more cost-effective. So it’s important you look at your budget and what limitations you really have for this.

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Akiflow is a daily planner app for busy professionals for task & calendar management.

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Akiflow is designed for busy professionals to manage tasks & calendars in one.

Should I get Akiflow?

Akiflow can sometimes be a tricky recommendation for the right person due to its relatively high cost. When compared to other applications like Todoist and TickTick, which are more task management-based systems with calendar functionalities, Akiflow's pricing is three to four times higher.

However, Akiflow offers a more comprehensive solution for consolidating and organizing your daily routine. For some, the ability to time block and integrate tasks from other apps is a game changer. If you're overwhelmed by managing multiple systems like task management tools, Slack, or Gmail, and you're looking to centralize everything, Akiflow could be a solution to that problem.

Akiflow also offers more comprehensive calendar management than its competitors, along with powerful guided planning features that take it a step further. While the cost is something to consider, Akiflow is an effective system that rivals other apps like Motion and Sunsama in helping you plan your day more efficiently.

We would likely recommend it to freelancers, busy professionals, or productivity enthusiasts who are struggling with burnout and want to consolidate their task management systems into one place, reducing the need for constant context switching.

In the past year, many people have transitioned to Akiflow, partly because it regularly adds new features, something that Todoist doesn’t do as frequently. Akiflow has also started incorporating AI-driven features, such as project and time allocation, as part of its task management system.

This trend will likely continue as Akiflow invests more into its subscription offering, making it a compelling choice for those looking for the latest and most advanced task management software, even at a higher price point. While it's not for everyone, we highly recommend it for those who need a more robust, all-in-one productivity tool.

Who is Akiflow best suited for?

These are the types of people that will benefit from Akiflow:

• Those who like time-blocking or visual planning methods
• A busy professional or freelancer who context switches between apps
• Someone who wants to combine tasks, tasks from other apps, calendars, & meeting booking systems in one location, a more centralized workflow.
• Smaller teams are looking to plan their schedule using a time-blocking system.

Who isn't Akiflow best suited for?

These are the types of people that won't benefit from Akiflow:

• For budget-conscious people, Akiflow is 2-3x more expensive than the average task management system.
• People who aren't calendar-centric in their planning.

Can you use Akiflow for teams?

Teams can use Akiflow to coordinate team schedules.

Solo individuals can use Akiflow to plan their week and then use the team feature to see what's on everyone's plate and schedule for the week ahead. This makes it helpful for planning tasks and seeing what's on everyone's schedule so as not to disturb them. Teams can also get analytics and insights into what projects and focus each had on the week.

The team pricing can be found in Akiflow's pricing segment.

What is a daily planner app?

Daily planner apps are task management apps with calendar abilities.

They are designed to help you better organize your tasks and calendar events in one location to coordinate a plan for your day and week ahead. They are typically more expensive than to-do list applications and focus more on managing your scheduling. Tools like Motion, Akiflow, Sunsama, and Routine are popular options.

Recommended read: best daily planner apps.

Why can busy professionals benefit from task apps?

Busy professionals find that using task management tools like these is helping them better manage their workload in one place. Many of the more recent daily planner apps are used to help manage tasks from various apps in a task consolidation system. It is important to weigh whether you'd benefit from this before investing in a tool.

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